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Create and send customer statements in QuickBooks Online

by Intuit•1380• Updated 6 days ago

Customer statements allow you to remind customers about upcoming payment deadlines, unpaid balances, or overdue invoices. You can generate these statements to list transactions, finance charges, and sub-customer activity, ensuring your accounts receivable records are transparent and up to date.

Types of customer statements

QuickBooks Online supports three specific statement formats:

Balance Forward: Lists invoices, payments, and the current balance for a specific date range.
Open Item: Lists all unpaid invoices from a specific start date to the present.
Transaction Statement: Lists all transactions recorded within a specific date range.

Prerequisite: Configure statement settings

Before generating statements, you must define how transaction details appear:

Go to Settings ⚙, then select Account and settings.
Select the Sales tab.
In the Statements section, adjust the settings to list transactions on a single line or include detailed finance charges.
Select Save, then Done.

Create and send a statement

Follow these steps to generate statements for specific customers:

Go to All apps , then Customer Hub, then Customers (Take me there).
Select the checkbox next to each customer you want to receive a statement.
Select the Batch action ▼ dropdown, then select Statement.
In the Statement Type dropdown, select Balance Forward, Open Item, or Transaction Statement.
Set the Statement Date, Start Date, and End Date. Note: If a customer has no activity matching the criteria within this date range, QuickBooks will not generate a statement for them.
Verify the email addresses in the Customer Email field.
Select Save and send.
Review the preview window, then select Send.

Important: If a sub-customer is set to "Bill with parent," you must create the statement for the parent customer to include the sub-customer's transactions.

Review and manage past statements

You can view, reprint, email, or delete statements that you have already generated.

Go to All apps , then Customer Hub, then Customers (Take me there).
Select the customer name to open their profile.
Select the Statements tab.
Select the Date ▼ dropdown to filter the list.
Locate the specific statement and perform one of the following actions:
- Send a PDF: Select Send to email the statement as an attachment.
- Print or Download: Select Print or Preview to open the PDF.
- Remove: Select Delete to remove the statement record from QuickBooks.

Note: Statements automatically update to reflect changes made to the underlying transactions.